Using ESS - Guide to creating, submitting, and approving an expense report

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1 Using ESS - Guide to creating, submitting, and approving an expense report Copyright , R. James Holton, All rights reserved (8/13/2015) Introduction The purpose of this guide is to acquaint you with the Expense Submittal System (ESS) so that you can start using it to create, submit and approve expense reports. The purpose of an expense report is twofold: Reimburse you for expenses that you've incurred while doing your company's business Properly account for those expense in the G/L, client tracking, project, and invoicing systems. Expense reports often collect other information, such as fleet vehicle usage, that are a result of you performing your job. In addition, some expenses must have documentation, usually in the form of a receipt, available for audit so that your company, their auditors and the federal government knows the expense is a result of a legitimate business activity. To create a manual report, you'll typically: Collect and notate receipts that you acquire during the course of business For non receipt expenses, make an entry in a notebook or piece of paper Enter or write the entries on an expense report. Print out the report Sign the report Staple the receipts onto the report. Some companies have receipts taped onto a sheet of paper Send the report to your supervisor for approval often occurring mail charges. After your manager signs off the report is forwarded to A/P. A/P reviews the report and may request additional information A/P enters into the A/P, G/L, client tracking, invoicing and project racking systems Reports then are filed so they can be accessed by auditors at a later date. Often reports will be accessed to respond to management information requests. This is a very labor intense process.

2 Typical ESS report life cycle With ESS much of the labor is taken out of the processing and expense report and the process is sped up. With ESS you: Notate expenses with you mobile phone, tablet and/or account. Create an image of your receipt (e.g., take a photo) and forward to include in your report by text or . Apply your notations and images by selecting them from a list. Credit card charges are also included in the list. Your data is verified as you create the report and you submit it online. Your manager gets an as soon as you've submitted the report. As soon as the report is approved by your manager, it is in the account queue. Entries to the G/L, A/P, client tracking, invoicing and project system are generated as part of the closing process. Depending on your companies accounting process, it is not uncommon for you to incur expenses one day and be reimbursed the next. Information flow Your expense report can get the information it needs from a number of different ways. The principal method is to fill out the online form. In addition to any information that you may enter online, entries and receipt images may flow into a report: From a corporate credit card statement imported into ESS centrally. Noted in a text message via the /text gateway. Noted in an message via the /text gateway. Uploaded from your PC. These methods all come together during the report creation process so that information will flow into your report as a selection process rather than an input process. You will use the "Pre-populated Items List" and the receipt menu option to do this.

3 Accessing ESS To access ESS, you need to either: Use a URL that has been furnished to you by your support. Enter it into your browser. It will be something like Use the expense report link on your corporate Web site, if there is one. ESS will display the login screen. Enter your address and your password. If you are unsure of either of these, contact your support. Below is an example of the login screen. The "Go to Admin" link is only used by auditors.

4 Simple Report Creation Once you have logged onto ESS, you will see a menu at the top of the screen. To create a new report, select the New option. Hint: Placing the mouse pointer over the option will usually give you a little more information on what the menu option is about. After you have selected New, an expense report form will appear. Since, company can customize a form for their specific needs, the form you are using may be different from the one in this example. However, every report will have a Trip Purpose section, and may have one or all of the following sections: Advance and returned items. This is to account for any travel advances that you may have received and any funds that you may have returned. Usually this section is hidden and to display it, you will need to click a link. Mileage entry. This section lets you specify the number of business miles that you are to be reimbursed for and fill out the destination, in addition to any other detail your company needs. Receipt entry. This is you standard enter a receipt for reimbursement. There will be fields for detail that you company provides. If you company does foreign travel there may be an FX rate converter. Some expense types will require attendees and comments. Airfare sections. Some companies will have a special section customized for the entry or airfare information since it is often significantly different from a normal receipt.

5 Here is an example of a "simple" report screen that is used by a company that collects as little information as possible. The report describes a visit to Client 1. Another company may have a slightly different form. In the example below, which shows the middle portion of the screen, this company wants to collect information on the clients and projects that a report is tied to. This information can be used to measure client and project profitability. The entry fields can also be either by report or by receipt/entry level depending upon what makes sense for your company.

6 You will notice that there are some icons in the date and comment fields. These are designed to make your data input easier. This will pop-up a calendar where you can click on a date This pops up an attendee list and is required for some expense types The blue cross will let you attach a receipt image to this line The magnifying glass will let you view a line's receipt image The example below shows client information being collected by the report and project information by the line item. There is also a field for handling foreign currencies. To save a report, without submitting it, you can either click on the Save menu option or click the "Save" button at the bottom of the report.

7 Foreign Currency If foreign travel is common in your company, your report screen will have a foreign currency field. The screen shot below shows a foreign currency field. Entering the foreign amount in the field, the U.S. Dollar amount will be automatically calculated and entered. To set up the exchange rate to use, you need to click on the $ (dollar sign) in the field. This will bring up the "Currency Info Screen" You enter information in the form to tell ESS how to calculation the home currency amount, which in the example is US Dollars.

8 You will need to: Select the currency from a pull down list. Enter the exchange rate The rate types tell ESS to either multiple or divide for your home currency The date the rate is as of. The source or where you go the rate from (e.g., credit card statement or airport kiosk) With this information, your auditors can check if you are using a valid rate. Once you have specified a rate, the home currency field becomes locked so each additional transaction will be "in the foreign currency." You can revert back to your home currency by select the initial blank for the foreign currency.

9 Accessing a report that has been already created. With ESS, you can create a report and save it without submitting it. This lets you fill out the report as you go along. To access a report that you have previously saved, use the Processing menu option. This will display a list of your reports. Reports that have been submitted will show an amount and payment status. To access a report click on the Select link on the report's line. Once a report has been approved, it will no longer appear on this list. You can delete reports that you don't want to submit by checking the box to the left of the report line and clicking on the remove button. Once deleted, a report cannot be accessed.

10 Submitting a report To submit a report after you have accounted for all your expenses, etc., simply click on the Submit menu option. There is also a "Save and Submit" button if you scroll down to the bottom of the report which does the same thing. You will be asked to confirm you action, and if you respond positively, you report will be forwarded for approval and processing. After the process has completed, ESS will supply you with the transaction number of the report's instance in the central database.

11 What to do with physical receipts This depends on your corporate policy. ESS will let your expense report administrators set a dollar limit for each receipt. If the expense is above that amount, the ESS hard copy will let you know that a receipt is required. Depending on your corporate policy, you may: Put the receipts in an envelope marked with your report number and send them in. Staple the receipts to a hard copy of the report and send the report around for signing. Tape the receipts to a piece of paper, scan them and attach the image to the report. Take a photo of the receipts on your mobile phone and text them to an address. With an image that you have, you may also them to an address. You can upload receipt images to a report from your PC or laptop. The last four options are described in detail below.

12 Attaching a receipt image to a report from your PC A receipt image can be attached to a report. Your company may allow this en lieu having to submit the original receipts. There are two ways that a receipt image can be attached to a report. The first way is to attach it to a line item as you are entering it. To attached receipt image, click on the blue cross (i.e., ) that is to the right of the entry line: This will bring up the following pop-up box: To upload the receipt image, use the Browse button to locate and select the image. After you have select the image, the Upload receipt scan file will upload and attach the image file to the line item. Receipts images that have been sent in via the Text Gateway (ETG) and do not have associated transaction information, will appear under the scans waiting to be attached: prompt. See the section below titled "Attaching 'loose' receipt images" as the process is similar.

13 The second way to upload a receipt image is to attach it to the report in general and not a specific receipt. This is preferred when the image may contain more than one receipt covering two or more line items. To attach a receipt image to your report you should first have a report in the browser. You can do this by calling up report with either the Processing or History menu option. Either one of these work. This means you can either attach receipts while you are creating the report, after it has been saved once, or to a report that you have already submitted. To attach a receipt image, you need to upload it. In the field "Select receipt file to upload" you will search and highlight the image file that you want to attach to the report. You can put a comment in the next field. This will help you, and the auditors, identify a receipt without having to open it up. Once a receipt has been attached to a report, it will be listed under "Receipt scan files associated with this report". By clicking on the magnifying glass icon, you can look at the image. The red "X" will remove the image from the report and effectively delete it. Any receipts that you attach to a report will also appear on the history report.

14 and Text Gateway An alternative to attaching receipts to a report by uploading them is to text or them to the and Text Gateway. You simply will either attach the receipt image file to an message or send the image in a text message to the address of your and Text Gateway (ETG). You can also send in entries that can be used to populate your report. Registering your address Before you can send receipt images and entries to your ETG, you need to register the address that you are sending from with the ETG. The ETG will not process any receipt images or entries that do not have an address registered with the ETG. Your address can be registered in one of two ways: The ESS administer can add your address to the database. You can register the device by sending in a registration message. if you are sending in receipt images and entries via , you should register your address. If you are sending in via text, you will register your phone number plus a domain that identifies your carrier. Luckily, if you self register with a registration message, ESS can figure these out for you. All you need to know is your personnel number in ESS. To get you personnel number, if you don't know it, click on the Help menu option. You will see something in the middle of the screen like this: Your personnel number is: where would be your personnel number. The following example show how to register your text message number (i.e., phone number). The same process can be used to register an address.

15 There are two parts to the registration message: The address of the ETG. You will get this from your ESS administer. You should keep it in your contacts as you will use it often. In the above example, I stored the address in a contact call "ExpenseServices.net Expense". The message line that begins with the word "Register" and is followed by a space and your personnel number. After your message has been processed by the ETG, you will get a message sent to your normal address, that you use to log onto ESS, confirming your registraction and the next step you need to take. Before, you send in receipt images or entries, you need to log on to ESS and confirm that you did the registration. You will be prompted for this during login. Sending an image You can text or in receipt image by using your mobile phone to create a photo and then forwarding that photo to the ETG. Send the receipt image as you would any picture. This can also be done with your from a PC, tablet or laptop. Images sent in this way are "loose" images and will need to be attached to the report via the receipts menu option.

16 Sending a notation You can make an expense notation in a similar fashion with your mobile phone. Type in the expense type followed by a space and then the amount. This information will be forward to your pre-populated queue so you can select it for your report. This can also be done from . Note: On my mobile phone, which happens to be smart, I have a person named Siri do this for me.

17 Combining an entry and image Now for the pièce de résistance. If you use an account or have a smart phone, you can combine the above two actions. If you include the notation and the receipt image, the two will be tied together. When you select the notation from the pre-populated screen, the receipt image will automatically be attached to the report. Subject Line Notation with You can either notate a entry/image in the text or on the subject line in an message. The ETG will examine the subject line first and if it detects information that it can use to apply the receipt, it will use that information and ignore anything in the text area. If the subject line is not notated, the ETG will search the text area of an message for a notation. Tweeking Notations (For Support Personnel) The success of the ETG notation process is tied to using the correct key words. Keywords are defined in the /var/ess/xmls/prepopulated.xml file and are described by the SIC attribute. The asterisks is supported. Contact ExpenseServices.com for more information.

18 Attaching "loose" receipt images Images that where sent in without a notation, or a notation that cannot be accepted because it doesn't have a valid amount, need to be attached with the receipts menu option. You can also use this screen to attach receipt image scans from your PC or laptop. The box at the top let's you select, upload and attach a receipt image file from your PC or laptop. In the middle there are receipt image files that are waiting to be attached and towards the bottom is a list of receipt image files that have already be attached to this report. To perform an action, you click the icon associated with the action. Here they are: Will attach the receipt image to this report Will delete the receipt image Will let you view the receipt image This receipt image will be attached during submission - don't click

19 Creating an report item from the pre-populated table Using the notations you have made is simple. This same process also applies to credit card items if you company In the above screen, you will notice an icon in the purpose field. This icon indicates that you have prepopulated items which can be used to create expense entries: Switches to the pre-populated screen. The pre-populated is a list of your notations and credit card items. To create an expense entry, check each item that you want to add to the report and then click the "Add checked items to report" button.

20 You will be switched back to the report entry form and the items that you selected will now appear in the "Expense Receipts" section. These entries can be edited for better classification. If an entry has a magnifying glass icon, this means there is an attached receipt image that corresponds to this entry. The magnifying glass will let you view if for better classification.

21 Approval If you are a manager, you will probably approve reports for your group or department. To access the reports that require your attention, click on the approval menu option. You'll get a screen similar to the following: Use Select, on the right side, to choose the report you wish to review. The "Approval level" field is used to indicate how many levels down the org chart you wish to have displayed. Normal one level (i.e., "1") is what you will want. Going down one level will show you the reports for your direct reports. Going down two levels will show you the reports not only of your direct reports, but also of theirs. After you select the report, the report will appear on the screen. After reviewing the report, scroll down to the "Audit/Approval Section" at the bottom. You have two choices, you can select either: Approve - The report will be forwarded to the audit queue for payment Reject - The report will be sent back to the reporter for correction. If you reject a report, you are required to provide and explanation by typing the reason in the message box. The next step in the approval of a report is to enter your password in the password field. This is the equivalent of signing off on the report.

22 Finally you should click the "Process this report according to the above instruction" button and the report will either be rejected or sent for payment. To return to the list of reports needing approval, select the approve menu option again. Conclusion The best way to learn ESS is by "giving it a whack". If you break anything, let us know at and we'll try our best to fix it. If you have any ideas on how to make ESS better also send them in. Thanks.

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